Executive Assistant

JOB SUMMARY

Work by the beach! The City of Manhattan Beach is now actively recruiting for the position of Executive Assistant to join our team of dedicated individuals. The City is looking for candidates who are results-oriented, enthusiastic, proactive, and have a passion for public service to fill a vacancy in the Fire Department. The Executive Assistant position provides complex executive, technical, and responsible administrative support for the Fire Chief and the Department.

Applicants who successfully complete the recruitment selection process will be placed on the Eligibility List. The Eligibility List may remain in effect up to eighteen (18) months and may be utilized across City departments for future Executive Assistant vacancies. Applicants are encouraged to apply if you are interested in this employment opportunity.

Under general supervision, the incumbent performs a variety of responsible, confidential, and complex clerical and administrative duties for a department head or comparable member of the City’s executive management team. The Executive Assistant has a greater amount of independence and discretion in judgment to operate within the scope of assigned responsibilities than other clerical support positions; may oversee the work of assigned clerical support staff; and perform related work as required.

ESSENTIAL DUTIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Provides direct administrative support to a department head.
• Manages the department’s office support activities including participating in budget preparations; assists in monitoring expenses and revenues relative to the department budget; assists in tracking staff reports for the department, including due dates and launching in applicable software.
• Directs the work of assigned clerical personnel.
• Prioritizes and coordinates work assignments; and reviews work for accuracy.
• Compiles and assembles data for comprehensive reports; establishes and maintains files, records and calendars on department programs, projects, and activities.
• May occasionally draft department policies for consideration by the department director.
• Screens office and telephone callers; responds to inquiries from the public and City staff regarding departmental procedures, requests for information, and complaints.
• Maintains calendar of appointments and prepares correspondence.
• Types and proofreads a wide variety of reports, letters, memos, statistical charts; types from rough draft, verbal instruction, or transcribing machine recordings; and independently composes correspondence related to assigned responsibilities.
• Greets visitors; routes information to appropriate people; and serves as department representative, as assigned.
• Prepares agendas and materials in accordance with established procedures.
• Coordinates logistics for meetings or events including preparation for notifications, meeting room set-ups, or catering.
• May handle departmental mail and review timesheets, billing records, and expense reports.
• May be required to work shifts, weekends, and/or holidays.

MINIMUM QUALIFICATION GUIDELINES

Education/Training/Experience:

• Requires a high school diploma or G.E.D. AND four (4) years of increasingly responsible administrative and clerical experience.
• Experience in supporting a Director or Department Head is desirable.

License/Certificates/Special Requirements:

• Must possess a valid California driver’s license at the time of employment.

Knowledge of:

• Office administration methods, procedures, and practices.
• City policies and protocols; departmental policies and procedures.
• Correct English usage, including spelling, grammar, and punctuation.
• Customer service skills, including ascertaining a customer’s needs and directing accordingly.
• Basic functions of public agencies, including the role of an elected Council and appointed boards and commissions.
• Rules and procedures governing public notices and conduct of public meetings.
• Record-keeping procedures and systems; and research methods.

Ability to:

• Learn dictation; follow direction; interpret and explain department policies and procedures.
• Anticipate needs.
• Plan, organize and prioritize administrative assignments to meet deadlines.
• Take minutes and provide administrative support to assigned executives, managers, commissions and/or committees.
• Provide technical direction to office support staff as needed.
• Communicate effectively, both orally and in writing;
• Proofread and prepare clear, accurate, and concise records and reports; perform essential duties independently and intuitively with minimum supervision.
• Establish and maintain departmental files and confidential records; and work effectively and cooperatively with staff, management, vendors, contractors, consultants, public and private representatives, and others encountered in the course of work.

Skill in:

• Operating a variety of office equipment including personal computer software and other electronic processing equipment.
• Using word processing, spreadsheet, graphics, and specialized software applications programs such as MS Outlook and Adobe Acrobat.
• Using internet resources and social media.

APPLICATION & SELECTION PROCESS

The application filing deadline is Tuesday, November 19, 2024.

All applicants will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Meeting the minimum requirements listed in this job announcement does not guarantee advancement in subsequent phases of the selection process. The selection process may be changed as deemed necessary by the City Human Resources Department.

The selection process will consist of the following component and weight: Panel Interview (100%)

The Panel Interview is tentatively scheduled for Wednesday, December 4, 2024.

If you need special assistance in the recruitment process please contact the Human Resources Department at (310) 802-5258.

NOTE: The provisions of this brochure do not constitute a contract, express or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

The City of Manhattan Beach offers a generous benefits package to full-time and eligible employees including PERS medical plans, dental, vision, long-term and short-term disability, tuition reimbursement, and more.
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To see detailed information about Teamsters bargaining unit benefits, please visit our benefit page on the City's official website.

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Part-time employees are enrolled in PARS (Public Alternate Retirement System). All part-time and seasonal employees contribute 7.5% each pay period on a pre-tax basis. If an employee reaches 1,000 hours within a fiscal year (July 1st to June 30th) or is already a CalPERS member, then they are enrolled in CalPERS (Public Employees Retirement System).

The City complies with California Labor Code 245-249 by providing paid sick leave for part-time hourly employees accordingly.

The City of Manhattan Beach does not provide medical/dental/vision benefits to part-time employees. Eligible employees enrolled in CalPERS may opt into a CalPERS medical plan.

Closing Date/Time: 11/19/2024 11:59 PM Pacific

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• City of Manhattan Beach

• 3108025258

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